Manage access requests
In Data Access, an access request is automatically generated when a user adds data objects or access controls that they do not own to their access control. The owner of that data object or access control must review and implement the request before it can be successfully added to their access control.
View access requests
To view access requests, on the Data Access landing page, in the left pane, click Access requests. The Access requests page shows the access requests that you made and the access requests that are assigned to you. The page also shows the access requests in which you are mentioned in a comment.
You can view all access requests only if you have a global role with the Data Access > View All Access And Usage or Data Access > Manage All Access global permission, for example, the Data Access Observer or Data Access Manager global role.
The "Access requests" page
The Access requests page contains the following information.
| Column | Description |
|---|---|
| Access request | The ID of the access request, shown as a clickable link that opens the access request page. |
| Requested access |
The data objects or the access controls (entities) for which the access is requested. |
| Assignees |
The users who are responsible for implementing or closing the request. These are the owners of the requested entities. |
| Requester | The user who initiated the access request. |
| Created on | The date and time when the access request was generated. |
| Status |
The status of the access request. By default, the page shows only the access requests that are open. You can use the Status filter to switch among all, open, and closed requests. An access request can have one of the following statuses:
|
Access request page
The access request page contains details to help you decide whether to implement or close the request.
The "Access request" section
The Access request section contains the following information.
| Field | Description |
|---|---|
| Access requested on |
The data objects or the access controls (entities) for which access is requested. These are the entities that a user who does not own them added to an access control. |
| Access requested for |
The access control from which the access request originated. This is the access control to which the user added the entities, generating the access request. |
| Access requested until |
The date and time when the access, if granted, expires. For data objects, the default value is Unlimited. For access controls, the date and time is set by the user who added them to the access control. |
| Purpose | System-generated information about the origin of the access request. |
The "Implementation" section
The Implementation section contains the following information.
| Column | Description |
|---|---|
| Data object or Access control |
The data objects or access controls for which access is requested. |
| Permissions | The permissions that are associated with the data objects. |
| All owners | The identities that own the requested entities. These are the users who are tasked with reviewing the request. |
| Status |
The implementation statuses of the entities (Implemented or Not implemented). |
Implement an access request
By implementing an access request, you officially approve it. You can implement only the entities that you own. If a single requested entity has multiple owners, only one of them needs to implement it. The status of the access request changes to Closed as Implemented only after each requested entity in an access request is implemented by at least one of its owners.
To implement an access request:
- On the Data Access landing page, in the left pane, click Access requests, and then click the request.
- Click Implement.
- On the Implement access page, in the Grant access on section, select the requested entities that you want to approve.
- If the requested entity is an access control, optionally, in the Expires at field, change the expiration date, which indicates when access is revoked.
- Click Grant access.
The implementation status of the entity changes to Implemented.
Close an access request
To close an access request:
- On the Data Access landing page, in the left pane, click Access requests, and then click the request.
- Click Close request.
The status of the access request changes to Closed. The reason for closure is logged as a comment on the access request page.
The Closed status
If you are the requester, closing your own request changes the status to Closed as Canceled.
If you are the assignee, closing the request changes the status based on the following conditions:
- If no entities are implemented, the status changes to Closed as Rejected.
- If some entities are implemented, the status changes to Closed as Partially Implemented.
- If all entities are implemented, the status changes to Closed as Implemented.
Implementation versus access request status
On an access request page, the Status column in the Implementation section shows the current access state of the individual entities, which can change over time. By contrast, the status of an access request is permanent, showing the outcome when the request was closed.